About this role
This is a remote position but we are seeking employees based in Florida, Georgia, Maine, Ohio, and Texas.
Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our client and company growth. The position starts at $22/hr.
COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business.
We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation!
This is a remote position ( seeking employees based in Florida, Georgia, Maine, Ohio, Texas ) reporting to the Manager of the executive assistant team. This role will start at 20+ hours a week and can quickly grow from there.
Objectives of the Role:
- Assist clients as directed
- Maintain client relations and refine internal processes that support COYL and clients
- Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks
- Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld
Daily and Monthly Responsibilities (dependent on client needs):
- For real estate/ business broker clients
Contract-to-Close Management: Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing.
- Documentation & Compliance: Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance.
- Liaison Communication: Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process.
- Deadline Tracking: Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies.
- Escrow & Title Support: Open escrow, manage earnest money deposits, and ensure all escrow documents are complete.
- System Maintenance: Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop)
- Other tasks as needed
- For all clients
Manage the professional and personal needs for various clients
- Track detailed records in timekeeping system
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives
- Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals
- Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company
- Organize client communications
- Answer phones for clients and relay messages
- Plan client events
- Respond to all requests within a maximum of 4 business hours
- Navigate priorities while multi-tasking
- All other tasks as needed
Skills and Qualifications
- 4 years of experience in an administrative role reporting directly to senior management
- Experience in real estate support
- Experience supporting brokers
- Superb written and verbal communication skills
- Strong time-management skills and the ability to organize and coordinate multiple projects
- Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Ability to keep various companies’ confidences
- Promptness and a motivated self-starter
- Confident and professional phone presence
- Available to help with urgent requests
Preferred Qualifications
- Experience developing internal processes and filing systems
- Associates or above degree in administration; or equivalent experience
- Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc.
Schedule:
- Monday to Friday
- Part-time with the potential to grow to full-time